Composing packages of electronic mail attachments

ABSTRACT

The present invention is directed to a method and system for composing a package of application files to be sent as e-mail attachments in e-mail communications. A plurality of data structures are created, wherein each data structure groups together a plurality of different user application files designated as attachments to an e-mail communication. Application files designated from within user applications are associated with selected data structures, such that each designated application file is associated with a selected data structure. During composition of an e-mail communication having attachments, a list of the data structures containing application files are provided.

CROSS-REFERENCE TO RELATED APPLICATION

This application is a divisional of copending U.S. utility applicationentitled, “Method and Apparatus for Composing Packages of ElectronicMail Attachments,” having Ser. No. 09/563,931, filed May 4, 2000, whichis entirely incorporated herein by reference.

FIELD OF THE INVENTION

The present invention relates to the transmission of electronic mailover computer networks, and more particularly, to a method and apparatusfor composing packages of application files to be transmitted asattachments to electronic mail by designating files from the userapplication.

DESCRIPTION OF THE RELATED ART

During the past decade, electronic mail (“e-mail”) has become anindispensable tool for facilitating business and personalcommunications. Through computer networking systems such as local-areanetworks (“LAN”), wide-area networks (“WAN”), and the world-wide web(“WWW”), network users can send and receive notes, messages, letters,etc., to communicate with others who are in the same office or perhapsin remote locations across the world.

E-mail application programs are typically configured for generatingmessages in the form of memoranda. These programs guide a user to“compose” an e-mail message by providing a platform for entering atleast one outgoing e-mail address, a “subject” heading, and a “body” forthe actual message. When the user completes typing the message andpresses the “send” key, the message is transmitted over the network andarrives at the provided destination address. E-mail is often used forsending relatively short messages that are only a few sentences inlength.

Most e-mail application programs also allow a user to attach a file tobe sent along with a message as an “attachment.” In the accompanyinge-mail message, the sender may introduce or explain the significance ofthe attachments. Attachment files might include word processingdocuments, graphics files, executable programs, spreadsheet reports,etc. A recipient will receive the e-mail message plus any attachedfiles, which may then be opened and accessed through the appropriateapplication software. In many applications, it is preferable to senddocuments through e-mail attachments instead of a facsimile because therecipient can then store, edit, and print an original file. Forlong-distance communications, it is also less costly to send documentsvia e-mail as compared with a facsimile.

In order to send an attachment with most e-mail application programs, auser first composes a message in the ordinary course by specifying adestination address, a subject heading, and a message. The user thenselects the “attachment” icon and selects a file that is stored inmemory or on floppy disk. Upon selecting a file and selecting the “ok”icon, the user finally selects the “send” option to begin transmissionof the e-mail.

Although many currently available e-mail application programs enable auser to send attachments to messages as part of an e-mail communication,there are several problems that users often encounter when sendinge-mail attachment files. As an initial matter, it is relatively commonfor a user to forget to send an attachment along with a message whencomposing an e-mail. In some circumstances, this can lead to confusion,or at least embarrassment because the user referred in the sent messageto an attached file that has not been sent. Other times, the user may beaware that an attachment file needs to be included in an e-mailapplication, but may not remember the name of the file. The user thenmust perform an extensive search using file management systems in orderto locate the appropriate file to be attached. Another frequentlyencountered problem is that the user might remember to send some, butnot all of the attachments that were intended. These problemssignificantly reduce the benefits of e-mail systems and may negativelyaffect a user's productivity when engaging in electronic mailcommunications.

SUMMARY OF THE INVENTION

In view of the difficulties encountered with sending attachments toe-mail communications described above, there is a need for a method andapparatus for assisting a user to properly configure an e-mailcommunication to include the transmission of desired attachment files.

The present invention provides a method for composing packages of e-mailattachment files for e-mail communications. A plurality of datastructures are created, wherein each data structure groups together aplurality of different user application files designated as attachmentsto an e-mail communication. Application files are designated from withinuser applications and are associated with selected data structures, suchthat each designated application file is associated with a selected datastructure. The system then provides a list of the data structurescontaining application files during composition of an e-mailcommunication having attachments.

The present invention also provides a data structure representing acollection of attachment files designated to be transmitted as part ofan e-mail communication. The data structure includes a package namefield for storing a user-defined name for identifying the package and apackage header field for storing information regarding the configurationof the package. For each attachment file designated within thecollection, the data structure also includes an attachment file namefield for storing a user-defined name for identifying the attachmentfile, an attachment file header field for storing information regardingthe configuration of the attachment file, and a pointer to a userapplication file designated as the attachment file.

Another aspect of the present invention is a system for composingpackages of e-mail attachment files for e-mail communications. Thisincludes a plurality of data structures, each data structure groupingtogether a plurality of different user application files designated asattachments to an e-mail communication. A packaging file managerdesignates user application files from within respective userapplications to selected data structures, such that each designatedapplication file is associated with a selected data structure. An e-mailapplication user interface provides a listing of the data structurescontaining user application files generated by the packaging filemanager during composition of an e-mail communication havingattachments.

In yet another aspect of the invention, a method is provided forcomposing packages of e-mail attachment files for e-mail communications.A plurality of data structures are created, wherein each data structuregroups together a plurality of different user application filesdesignated as attachments to an e-mail communication. Application filesare designated from within user applications and associated withselected data structures, such that each designated application file isassociated with a selected data structure. The text of a message in ane-mail communication being composed is checked for the presence of anyterms or phrases indicative of a user's intent in an e-mail message tosend an e-mail attachment in an e-mail communication. The e-mailcommunication is also checked for the presence of an e-mail attachment.Upon detecting the presence of any of the terms or phrases and theabsence of an e-mail attachment file in the e-mail communication beingcomposed, a list of the data structures is provided.

In yet another aspect of the invention, a system for composing packagesof e-mail attachment files for e-mail communications is provided. Thisincludes a plurality of data structures, each data structure groupingtogether a plurality of different user application files designated asattachments to an e-mail communication. A packaging file managerdesignates user application files from within respective userapplications to selected data structures, such that each designatedapplication file is associated with a selected data structure. An e-mailapplication user interface provides a listing of the data structurescontaining user application files generated by the packaging filemanager upon detecting the presence of terms or phrases indicative of auser's intent in an e-mail message to send an e-mail attachment duringthe composition of an e-mail communication.

The present invention additionally provides for a method for composingpackages of e-mail attachment files for e-mail communications. Aplurality of data structures are created, wherein each data structuregroups together a plurality of different user application filesdesignated as attachments to an e-mail communication. Application filesdesignated from within user applications are associated with selecteddata structures, such that each designated application file isassociated with a selected data structure. A menu of options isdisplayed for composing an e-mail communication comprised of one or moretypes, and at least one user-selected option at a user interface isreceived. If the user-selection option includes at least one e-mailattachment, a list of the data structures containing application filesin a template for configuring an e-mail attachment to an a-mailcommunication is provided.

BRIEF DESCRIPTION OF THE DRAWINGS

FIG. 1 is a schematic diagram of a basic computer network systemaccording to an embodiment of the present invention.

FIG. 2 is a flow diagram providing a method for designating anattachment file into a package according to an embodiment of the presentinvention.

FIG. 3 is a schematic diagram illustrating a data structure for apackage according to an embodiment of the present invention.

FIG. 4 is a schematic diagram illustrating a data structure for apackage according to an alternative embodiment of the present invention.

FIG. 5 is a graphical user interface for designating a user applicationfile as an attachment file according to an embodiment of the presentinvention.

FIG. 6 is a graphical user interface for designating a user applicationfile in a package according to an embodiment of the present invention.

FIG. 7 is a flow diagram illustrating a method for editing packages ofattachment files according to an embodiment of the present invention.

FIG. 8 is a flow diagram for performing error checking analysis of ane-mail message according to an embodiment of the present invention.

FIG. 9 is a flow diagram of an e-mail menu configuration embodiment ofthe present invention.

DETAILED DESCRIPTION OF PREFERRED EMBODIMENTS OF THE INVENTION

The present invention will now be described in more detail withreference to the figures. FIG. 1 is a schematic diagram of a basiccomputer network system in accordance with a preferred embodiment of thepresent invention, in which computer 10 is connected to computer 12through a network 13 to facilitate e-mail communications withattachments. Computer 10 has an e-mail communications user interface 11that permits the computer to send e-mail communications using network13. Likewise, computer 12 has an e-mail communications user interface 14that permits the computer to receive e-mail communications from network13. The term computer in this description is not limited to anyparticular type of computer, and may include computer systems havingmany computers, or only a portion of a computer. Network 13 can be inthe form of a wired network or a wireless network. The network may be asimple, single communication path, or it may include one or several LANor WAN, the world wide web, or any combination thereof. Computers 10 and12 may be the only computers connected to the network 13, or the networkmay be shared by many other computers.

The present invention provides an interface between an e-mailapplication program and a variety of other user applications that a useraccesses during normal usage of a computer. Examples of such userapplications include, but are not limited to, word processing programs,spreadsheet programs, math equation editors, presentation software,graphics editors, paint programs, multimedia audio and video programs,and internet-based programs. During the time that a user accesses anapplication file in a user application, the user can designate the fileto be a part of a new or an existing package of application files. Thepackages of application files, as defined by the user, can then beincluded as an e-mail attachment in a future e-mail communication.

FIG. 2 provides a flow diagram illustrating how the e-mail applicationinterfaces with a user application to coordinate the composition ofpackages of designated files for attachments. A user opens a userapplication, as in step 20, and begins to process an application file inthe normal course. In this context, processing may include creating anew file, or opening and editing an existing file. The application filesmay be in a text format or any graphics, audio/video, or multimedia-typeformat. Graphics files might include jpeg, tif, or gif files. At anytime during processing of the file, the user may choose to designate theapplication file for a package, as in step 21. This may be done byselecting an icon that is overlaid onto the screen of the userapplication. Alternatively, the user application itself may incorporatea macro within its menu or in its “toolbar” for creating e-mailattachment packages.

If the user designates the file for an attachment, the user is thenprompted to supply a file name, as in step 22. Under most circumstances,the user will wish to maintain the same name as that of the existingfile, which can be provided as the default. However, the user may wishto change the name associated with the attachment file, in order to bemore convenient or appropriate for the intended recipient of theattachment. For example, the user may name an application file accordingto an internal billing or reference code, but may choose to rename thedesignated attachment file as one that the recipient will recognize.

The user is then prompted to select an appropriate package for thedesignated file, in step 23. As one option, the user may choose tocreate a new package. If so, the system prompts the user to identify apackage name, step 24, and creates an icon that is to be associated withthe package, in step 25. If the user wishes to add the attachment fileto an existing package, the system prompts the user to select from alist of packages, by name or by icon, or to provide the desired packagename, in step 26. In step 27, the user application file is thendesignated as an attachment for a particularly defined package.

In accordance with one embodiment, a pointer or link is then associatedbetween the application file and a data structure for the package, asillustrated with reference to FIG. 3. The data structure contains thepackage name 30 defined to identify the package. The header information31 stores information about the package itself, which may include thenumber of attachment files currently associated with the package 31 a,the total size of the combination of attachment files 31 b, andinformation regarding the capabilities for compressing the file. Foreach file designated as an attachment and associated with the package,the data structure includes the user-defined attachment name 32, whichmay differ from the user application file name, and general attachmentfile information 33, including the file type 33 a, file size 33 b, filelocation 33 c, etc. A pointer or link from the attachment information 33to the user application file 35 is maintained.

In an alternative embodiment, a copy of the user application file ismade and stored as a separate file. In this data structure, as shown inFIG. 4, the attachment information portion 40 maintains a link orpointer 41 to a new copy of the user application file, stored asdesignated attachment 42. In this embodiment, when a user applicationfile is designated as an attachment, a copy is made of the userapplication file in its current form. Any subsequent edits to the userapplication after the user designates the file in a package are notautomatically incorporated into the attachment file. However, becausethe user may desire to transmit the latest version of the userapplication, a second pointer is also maintained 43 to the userapplication file 44. When the user enters the e-mail application andrequests to include a particular package as an attachment, the systemcan detect whether the user application file 44 has changed from thedesignated attachment 42, and the user can choose which file to includein the package. Although it is more cumbersome to store a separate copyof the user application file to be attached, this embodiment providesadditional functionality for the user.

FIG. 5 provides an illustration of a graphical user interface (GUI) ofthe packaging file manager according to the preferred embodiment. Withinthe user application, once the user selects an icon or otherwise runs amacro to designate a user application file as an attachment, a screensuch as that shown in FIG. 5 appears, which is overlaid on the presentlyactive user application display with the user application file. The useris queried to enter a new file name for the application file that is tobe designated as an attachment. In the preferred embodiment, theexisting application file name is presented as a default.

After the user provides a file name, a second screen is presented forthe user to identify the package with which the file is to beassociated. FIG. 6 provides an example of a GUI menu that allows theuser to choose between a new package or an existing package. In responseto a user's request, the system will provide a list of all of theattachment files that are currently affiliated with an existing packagethat the user identifies.

The user can later edit the composition of the packages as provided inFIG. 7. Upon entering the packaging file manager, the user can opt toedit a package, as in step 70. The user can then select the package tobe edited. A list of attachment files that are currently associated withthe package are provided to the user, in step 71. The user can choose instep 72 to cut any one or more files from the list to perform a deletionin step 73, copy any of the files to a clipboard in step 74, or pasteany files from the clipboard to the package list in step 75. The usercan continually select other files to add or delete from the packages,in step 77, or switch files from one package to another, in step 78. Theuser can also separately add existing files to package lists, such asfiles that the user received as attachments from e-mail communications,which the user may wish to forward to others.

The packaging file manager can be incorporated directly into an e-mailapplication, or can be managed separately but interactively with thee-mail application. In either event, the functionality of the system istransparent to the user. When the user designates an intention totransmit at least one package in the e-mail application, the packagefile manager will become active to allow the user to select a packagefor transmission from a list of pre-configured packages. During thistime, the user may also be given the option to edit the packages, asdescribed above in accordance with FIG. 7. When the package file manageris a separate system that interacts with the e-mail application, a macrois provided within the e-mail application that is run when the userindicates an intention to transmit a package. Quite similarly, as anintegrated system, the package file manager is run directly from withinthe e-mail application when the user desires to send a package.

The packaging file manager can also be incorporated with an e-mailapplication that provides other features for reminding a user to includee-mail attachments with e-mail communications. For example, in an e-mailapplication system as provided in FIG. 8, a checking operation isperformed before an e-mail is transmitted. As in conventional e-mailapplication programs, the user composes an e-mail communication inaccordance with a template provided by the application, as shown as step80. When the user indicates the completion of the composition of themessage, shown as step 81, a checking system is triggered to perform ane-mail attachment consistency analysis. The e-mail application programfirst parses through the language provided by the user in the e-mailmessage, shown as step 82. The system searches for words or phrases suchas “ATTACHED,” “ENCLOSED,” “HERE IT IS,” “AS PROMISED,” “VERSION,” orthe like. In step 83, the system determines whether one of the words orphrases is present. If the system does not detect the presence of one ofthese words or phrases, the e-mail communication is transmitted, as instep 88.

If the system detects one or more of the words or phrases identifiedabove, a consistency checker first searches for an attachment file thatis to be sent along with the e-mail message, shown as step 84. Thesystem next determines whether the user provided an attachment file. Ifan attachment file exists, the e-mail communication is transmitted.However, if no attachment file exists, the e-mail application programinterrupts the user with a warning message, shown as step 85. The useris then asked whether an attachment file was intended to be placed alongwith the e-mail message, as in step 86. If the user indicates that heintended to send an attachment, the package file manager routine is runto query the user to identify a package, in step 87.

The package file manager can also be incorporated into a menu-drivene-mail application interface that prompts the user to identify at theoutset whether he intends to send e-mail attachments. The user choosesthe type and category associated with the e-mail communication to becomposed according to a menu provided to the user. The user can thenselect options and features from the menu, which govern theconfiguration of the resulting e-mail communication. The user can opt tocustomize the menu to add or remove features in order to facilitaterapid composition of e-mail communications.

FIG. 9 illustrates the operation of the e-mail configuration applicationaccording to this embodiment. Upon the selection of the e-mailcommunication application 90, the system first prompts the user toselect from a menu the type of e-mail communication that is to betransmitted, as in step 91. Once the user chooses from the menu ofe-mail communication categories, the system configures the e-mailcommunication to facilitate composition of each requisite portion of thedesired e-mail communication. If the user chooses simply to send ane-mail message, a template is provided in step 92 for the user to enterthe intended recipient's e-mail address, the subject matter, and amessage. If the user chooses to send an e-mail attachment, the packagefile manager subroutine is run in step 93, which allows the user toselect a list of attachments predesignated as a package, as describedabove.

As can be readily seen, the package file manager and the system andmethod for composing electronic mail as packages from within userapplications provides several advantages to the user for composinge-mail communications. The system allows the user to organize e-mailcommunications during the time when the application files that are to betransmitted are generated. This may be quite beneficial for users whomight otherwise forget to include such application files when latercomposing an e-mail communication. By providing to the user designatedattachment files as lists within packages, the system can assist theuser in more effectively organizing and tracking e-mail communications,such that the user need not remember to separately select eachattachment. The package file manager also provides an organized systemfor editing the composition of lists of attachment files that may begenerated from a variety of sources. By separately storing a copy of alluser application files as new attachment files, the system also providesthe user with the option to transmit an earlier version of the presentuser application file. Thus, the method and system of the presentinvention provides for improved e-mail communications when e-mailattachments are to be transmitted from the user's computer to another.

The foregoing disclosure of embodiments of the present invention andspecific examples illustrating the present invention have been presentedfor purposes of illustration and description. It is not intended to beexhaustive or to limit the invention to the precise forms disclosed.Many variations and modifications of the embodiments described hereinwill be obvious to one of ordinary skill in the art in light of theabove disclosure. The scope of the invention is to be defined only bythe claimed appended hereto, and by their equivalents.

1. A system for configuring e-mail communications with attachments,comprising: a packaging file manager for designating user applicationfiles from within respective user applications as attachment files to ane-mail communication; a plurality of data structures, wherein each ofthe plurality of data structures groups together one or more of the userapplication files in a package, wherein each user application file isassociated with a selected data structure of the plurality of datastructures; and an e-mail application user interface for providing alisting of the data structures during composition of an e-mailcommunication, wherein the composition is performed by a userapplication that is different from the respective user applicationsassociated with the user application files.
 2. The system of claim 1,wherein each data structure further comprises: a package name field forstoring a user-defined name for identifying the package; a packageheader field for storing information regarding the configuration of thepackage; and, for each attachment file designated within the package: anattachment file name field for storing a user-defined name foridentifying the attachment file; an attachment file header field forstoring information regarding the configuration of the attachment file;and a pointer to a user application file designated as the attachmentfile.
 3. A data structure representing a collection of attachment filesdesignated to be transmitted as part of an e-mail communication,comprising: a package name field for storing a user-defined name foridentifying the data structure; a package header field for storinginformation regarding the configuration of the data structure; and, foreach attachment file designated within the collection; an attachmentfile name field for storing a user-defined name for identifying theattachment file; an attachment file header field for storing informationregarding the configuration of the attachment file; and a pointer to auser application file designated as the attachment file.
 4. The datastructure of claim 3, wherein the package header field further comprisesfields for storing at least one of the number of attachment filesassociated with the data structure, the total size of the combination ofattachment files, and information regarding the capabilities forcompressing the data structure.
 5. The data structure of claim 3,wherein the attachment file header field further comprises fields forstoring at least one of file size, file type, file location, andcapability for compressing the attachment file.
 6. A package containinga collection of attachment files designated to be transmitted as part ofan e-mail communication, comprising, for each attachment file designatedwithin the package: an attachment file name field for storing auser-defined name for identifying the attachment file; an attachmentfile header field for storing information regarding the configuration ofthe attachment file; and a pointer to a user application file designatedas the attachment file.
 7. A method for composing a package of e-mailattachment files for e-mail communications, comprising: creating aplurality of data structures, wherein each data structure groupstogether a plurality of different user application files designated asattachments to an e-mail communication; associating application filesdesignated from within user applications to selected data structures,such that each designated application file is associated with a selecteddata structure; and displaying a menu of options for composing an e-mailcommunication comprised of one or more types; receiving at least oneuser-selected option at a user interface; and if the user-selectionoption includes at least one e-mail attachment, providing a list of thedata structures containing application files in a template forconfiguring an e-mail attachment to an e-mail communication.